Print Management Adds Value in Torrance
Since adding a print management solution, the City of Torrance's Central Services department has improved its workflow, job tracking abilities and ease of use for customers.July 2014
Providing a centralized database and organizing the workflow from beginning to end was another of Pinela's goals. Also, he wanted robust reporting to provide him the management tools to effectively monitor the printing operation's productivity and break down costs by department, budget account numbers or by specified projects.
Pinela's predecessor had looked at Print Shop Pro and left information behind for him to review and investigate further. Even so, he evaluated five or six print management software solutions. Once potential vendors were identified, the staff from Central Services, along with IT and Finance participated in web demonstrations of a few different solutions.
Pinela was impressed that Print Shop Pro's online order submission component, PSP Webdesk, would provide customers with real-time job status, access to previous jobs and the ability to copy and resubmit them as new jobs. The system could also separate labor and materials, which he liked.
The implementation and rollout of PSP went smoothly, Pinela recalls, though it wasn't a quick process.
"It was very time consuming in the setup, but very well worth it in the end," he says.
The city's IT personnel were impressed with the ease of installation and how well the process was organized.
Since installation, Pinela says he enjoys the overall user friendliness of Print Shop Pro and the ability to create order categories and set up pre-configured stock and finish options. This has simplified the order request process for customers. In addition, the integrated email and template tools allow for better communication with customers. PSP helps to streamline the production work, resulting in a higher degree of accuracy and less confusion.
"There's no more lost job tickets," Pinela notes.
The shop can now receive larger files electronically. The PSP store provides a portal for customers to place orders for reams of paper and various forms.
Customers can now check the status of their jobs online and no longer need to bother the staff for updates. "It's reduced the number of calls tremendously," Pinela says.
Customers can also access their own order history, including attachments, and resubmit jobs. With the estimates being provided in advance, discussions and/or approvals can be obtained from superiors prior to submitting the print request.
Pinela also has easy access to detailed data for analysis and reporting. PSP's Template Builder module has helped him standardize the image of the city for business cards and letterhead.
As a cost-neutral operation with a goal of breaking even, Pinela was initially challenged with having the staff understand the importance of tracking time and materials. Print Shop Pro's ability to track labor and materials, capture data and provide reporting helped the in-plant justify its existence. The pricing feature has also helped cut waste and unnecessary costs by making customers more aware of the value of what they're ordering.
"It makes them more cost conscious," he observes.